Office Assistant

Job Description

Job Description

Office Assistant

Mission : The Office Assistant’s mission is to provide exceptional organizational and administrative support to ensure seamless daily operations. They contribute to the company’s success by upholding the principles of the Entrepreneurial Operating System (EOS), fostering clear communication, accountability, and efficiency within the team to achieve shared goals.

Responsibilities/Functions

• Administrative Support: manage daily office responsibilities, including filing, scheduling meetings or events, and maintaining organizational systems.

• Data Management: maintain accurate records and documentation, including data entry, reporting, and filing.

• Office Supply Management: monitor and manage office supplies inventory, placing orders as needed to avoid shortages.

• Reception: greet visitors, answer phone calls, and direct inquiries to the appropriate team members.

• Vendor and Client Relations: communicate with vendors and clients, addressing inquiries and ensuring excellent service delivery.

• Vendor Management Support: set-up vendors, issue purchase orders (POs) and log data to assist the Purchasing Department in managing workflows and inventory.

• General Bookkeeping: support the AP department with entering bills and receipts into accounting software, receiving purchase orders (POs), and maintaining accurate records of transactions. Previous bookkeeping experience required.

• HR Support: assist the HR department with timekeeping, ensuring accurate employee attendance records and compliance with policies.

• Event and Travel Assistance: help coordinate team events, travel arrangements, and company activities as required.

• Problem-Solving: address and resolve office issues efficiently, escalating to leadership when necessary.

• Support Team Culture: foster a positive, collaborative environment that aligns with company Core Values and Vision.

Skills & Experience

• Minimum Associates degree in business, management, or a related field.

• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and experience with bookkeeping in QuickBooks or similar accounting software. Experience with Wrike (or similar project management system) a plus.

• 3+ years of experience in a similar role, with a proven track record of driving results.

• 3+ years of experience with QuickBooks or similar systems 

• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office management software; experience with NetSuite or an ERP system

• Strong ability to prioritize tasks, manage time effectively, and maintain organized workflows.

• High level of accuracy in managing data, records, and documentation.

• Excellent written and verbal communication, with the ability to interact professionally with team members, clients, and vendors.

• Resourceful in addressing and resolving office challenges effectively and efficiently.

• Proven ability to work collaboratively in a team-oriented environment while also managing independent tasks.

• Familiarity with AP processes, including billing, and processing POs

• Experience with issuing POs and tracking purchasing data to assist with inventory and procurement processes.

• Understanding of basic HR processes, including timekeeping and employee record management.

• Professional demeanor and strong interpersonal skills for managing vendor and client relationships.

• Flexibility to handle multiple tasks in a fast-paced environment, adjusting priorities as needed.

• Commitment to maintaining confidentiality and professionalism when handling sensitive information.

• Knowledge of or experience implementing the Entrepreneurial Operating System (EOS) is preferred but not required.

Additional Information

Hours

· 7am – 4pm, Mon – Fri (excluding federal holidays) – Fridays are a rotating remote schedule

Compensation/Benefits

· · $22 - $27 per hour, commensurate with experience

· Medical, dental and vision benefits and 401k available after 60 days

· 3 weeks paid time off per year, accrued bi-weekly

· 5 paid holidays per year

 

\nCompany Description

Vasile Elevator is a market-leading designer, manufacturer, and installer of commercial elevator interiors, as well as a national supplier of products to the US elevator contractor market. Founded in 1999 with principal operations in South Florida, we continue to reinvest in our vision of shortening the path to sophisticated design and high-value products for our growing portfolio of clients. Come advance with us!

Company Description

Vasile Elevator is a market-leading designer, manufacturer, and installer of commercial elevator interiors, as well as a national supplier of products to the US elevator contractor market. Founded in 1999 with principal operations in South Florida, we continue to reinvest in our vision of shortening the path to sophisticated design and high-value products for our growing portfolio of clients. Come advance with us!